Overview

Discount Schedules are tables that:

• Define how students’ classes are ordered for calculations.
• Determine how much tuition is discounted for multiple classes and/or multiple students.
• Optionally include Special Discounts.

Only classes that are:

• Configured to allow discounts, and
• Assigned to a Discount Schedule

…will be eligible for discounted tuition.

NOTE: The System will only consider enrollments at the same Location when calculating discounts. If a family has students enrolled at multiple Locations, discounts do not apply across them.

Back to top

Accessing the Feature

1. From the Office Portal, navigate to SETTINGS>SETUP>CLASS SETTINGS>DISCOUNT SCHEDULES.
2. Expand the Discount Schedules area.
3. Existing schedules will be displayed in a list.

Back to top

Step-by-Step Instructions

Creating a New Discount Schedule

1. Select Add New Discount Schedule.
2. Enter a unique Name for the Discount Schedule (e.g., “Recreational Discounts”).
3. Configure the following options:

Back to top

Count Classes/Hours By

• One at a Time – each class enrollment is assigned a row in the discount table.
  • If the class bills hourly, the System counts the total duration. For example, a two-hour class (9:30 AM–11:30 AM) counts as two hours, not one.
• One at a Time Per Student – each student’s enrollment is assigned a row.
  • Only affects scenarios where Count Students By = Total and there are multiple active students.
• Total – all classes for a student are counted together, and the discount is based on the total number of classes.

Back to top

Count Students By

• One at a Time – each student is assigned a column in the discount table.
  • Example: Student 1 uses Column 1, Student 2 uses Column 2, etc.
• Total – all enrolled students in a family share a single column that corresponds to the total number of students.

Back to top

Students Ordered By

Assumes that you count students one at a time.

• Most Expensive Class – the student with the single highest tuition rate is Student 1. Others are ordered by descending tuition.
• Highest Total Tuition – the student with the highest combined tuition across all enrollments is Student 1. Others are ordered by descending totals.
  • If two students rank equally:
    • The System applies a secondary sort using the option not selected.
      • Example: If Most Expensive Class is selected and two students rank equally, the System falls back to Highest Total Tuition.
  • Additional ordering rules may apply if billing schedules calculate tuition by timeslot (see “Ordering Students/Enrollments” below).

Back to top

Minimum Charge Amount

• Defines the lowest possible tuition to be allowed after discounts.
• Can be set as a dollar amount or percentage.
• This setting prevents tuition from being discounted below a certain level.
• Staff can still override this value when creating charges manually.

Back to top

Configuring the Tables Tab

• Every Discount Schedule includes a Default table.
• If a class is linked to a billing schedule with no specific table defined, it uses the Default table.
• You can add new tables for different billing schedules (Monthly, Session, etc.) by selecting the billing schedule from the drop-down list.

Back to top

How to Build Tables

• Columns = number of students (siblings).
• Rows = number of classes per student.

Examples 

• Molly has one enrollment:
  • Beginners Trampoline – $175
• Polly (Molly's sibling) also has one enrollment:
  • Beginners Tumble – $125

Students are ordered by "Most Expensive Class"

If the Discount Schedule is configured to count classes/students:

• Count Classes One at a Time/Count Students One at a Time
  • Molly = 0 off her first class
  • Polly = 15% off her first class
• Count Classes One at a Time Per Student/Count Students One at a Time
  • Works the same
• Count Classes One at a Time/Count Students by Total
  • Molly = 15% off her first class
  • Polly = 15% off her first class
• Count Classes One at a Time Per Student/Count Students By Total
  • Molly = 15% off her first class
  • Polly = 20% off her first class

Back to top

Other Notes

• If a needed row/column is missing, the System uses the last discount value entered in the cell above or to the left.
• To apply the same discount across multiple classes/hours/timeslots, fill out all relevant rows and columns.
• Use Add a Row / Add a Column to expand the table.
• Use the red X to remove rows/columns.
• Discounts can support up to four decimal places.

Back to top

Special Discounts

Special Discounts and Early Bird Discounts are established under SETTINGS>SETUP>CLASS SETTINGS>DISCOUNT SCHEDULES under the "Special Discounts" tab on each discount schedule. These discounts are given in addition to any other discounts established by the Discount Schedule itself.

Employee, Member, and Service discounts can be extended to specific families by enabling the discount in their family profile.

• View our “How Do I Apply Special Discounts to Programs/Families?” document for more information about enabling special discounts for families.

Available Special Discounts:

• Employee Discount – intended to extend discounts for families of your staff members.
• Member Discount – intended to extend discounts for families with an active membership (based on your own criteria).
• Service Discount – intended to extend discounts for families of military personnel or first responders.

Important Note for Camps: The “Tuition price” includes additional fees based on User Defined Questions. Therefore, any enabled special discounts may apply to these fees as well.

Back to top

Early Bird Discounts

Early Bird Discounts encourage families to pay tuition ahead of schedule, and are assigned to specific tuition charges at the time they are created in the Office Portal.

• Define the Early Bird Discount amount on the Special Discounts tab of the Discount Schedule.
  • All Programs and/or classes associated with this Discount Schedule will reference this Early Bird value when an Early Bird discount is enabled.
• Discount amounts can be set as dollar values or percentages.

To enable an Early Bird Discount on a charge, enter an Early Bird Cutoff Date on the charge. After this date, charge amounts will revert to standard pricing.

• See our "What Are Early Bird Discounts?" document for additional information about Early Bird Discounts and how they work.

Back to top

Enabling Early Bird Discounts in Class Tuition Charges

1. Run the Class Tuition Charges task.
2. Select the option Allow Early Bird Discounts.
3. Enter the Early Bird Cutoff Date.
4. Continue with charge creation.

Important Note: Early Bird Discounts are not available for enrollments created through the Customer Portal, since these require immediate payment and cannot be tied to an Early Bird Cutoff Date.

Back to top

Ordering Students/Enrollments

When applying discounts, the System may need to order students/enrollments if values match. This ensures discounts are distributed consistently.

The System follows this order of logic:

1. Enrollment pricing in descending order (highest tuition first).
   • For Tuition Schedules, the System uses the amount in the first cell.
2. If tuition is equal, the System compares proration.
   • The student with the lower prorated tuition receives the higher discount.
3. If proration is equal, students are ordered by enrollment start date (earliest start date first).
4. If start dates match, students are ordered by enrollment creation date (earliest creation first).
   • NOTE: Creation dates include timestamps.
5. If creation dates also match (e.g., simultaneous enrollments created via the Customer Portal), students are ordered by ascending internal Student ID.

Back to top

Class billing setup vs. discount ordering

How a class is set up to bill (Flat rate/Hourly/Time Slot) can affect how students are ordered for discounts. In particular, the “This class calculates prices by the number of time slots in a…” option for classes that bill Hourly or by Time Slot can affect discounts when students change or begin classes during the billing cycle.

• Flat Rate or Hourly/Time Slot: This class calculates prices by the number of time slots in a month/session – Because student ordering is only determined once for the billing period, discounts are always ordered based on which student was considered Student 1 at the beginning of the billing period, regardless of whether enrollment changes occur after this date.
• Hourly/Time Slot: This class calculates prices by the number of time slots in a week – Student ordering is re-evaluated at the beginning of each week. Therefore, students can change their priority for discounts multiple times throughout the billing period.

If necessary, staff can expand the charge details in the Class Tuition Charges preview for an explanation of how students were ordered during a specific week.

Back to top

Special Case: Transferred Enrollments (Timeslot Billing)

If a student transfers between classes in the same week, the system combines the tuition values for the original class + the transferred class.

The combined total may then outrank other enrollments when applying discounts.

Back to top

Notes on Combined Discounts

If multiple discounts apply to a single enrollment, each discount is based on the original tuition amount (not the already-discounted value).

Example

• Base tuition = $93.00
• Employee discount = 50%
• Multi-class discount = 30%

Calculation

• $93 × 50% = $46.50 (Employee Discount)
• $93 × 30% = $21.90 (Multi-class Discount)
• $93 – $46.50 – $21.90 = $18.60 final tuition charge

Back to top

Troubleshooting & FAQs

• Why is my family not receiving a discount?
  • Check that the classes are assigned to a Discount Schedule, the schedule is linked to the program/class, and all enrollments are at the same Location.
• What happens if two students have the same tuition?
  • The System applies secondary sorting rules (proration, start date, creation date, or Student ID).

Back to top

Related Articles

• How Do I Apply Special Discounts to Programs/Families?
• Which Settings Can Override or Limit Discount Schedules?
• How Do Tuition Schedule “Count By” Settings Affect Pricing?
• What Are Early Bird Discounts?

Back to top